Physical Plant Office Manager

Lee University•Cleveland, TN

35d•Onsite

About The Position

The Office Manager of Physical Plant performs duties which may include management, coordination, research, and a variety of other duties in order to assist the Director of Physical Plant. The individual in this position must be able to exercise good judgment in decision making and possess excellent oral and written communications skills. The position also assists the Director of Physical Plant with budgetary accountability, purchasing, work order processes, spreadsheet reports, narrative reports, special event coordination, and other special assignments in support of Lee University's events and activities. Additionally, the position is responsible to the Director of Physical Plant for maintaining contact with internal and external constituents; following up with others on projects assigned by the Director; preparing departmentally required paperwork; maintaining office filing system for employee personnel files including items of a confidential nature dealing with employee/employer relations and related personnel matters; maintaining office filing system for project bids and proposals; and performing other related duties as assigned. Physical Plant Employees will, in the course of their duties, affect the operation or service of all aspects of the community. They must therefore perform their duties in an expedient and proficient manner and maintain a courteous and professional demeanor when interacting with students, staff, and faculty.

Requirements

Must be able to perform a variety of office work involving use of independent judgment, accuracy, speed, and confidentiality.
Must relate well to a variety of individuals including students, parents, staff, and miscellaneous business contacts.
Must be able to proficiently operate and maintain office equipment.
Must have exceptional working knowledge of Microsoft Office Software including Excel, Word, Power Point, and Visio.
Must be able to perform work without continuous supervision and coordinate the work of others.
Must maintain a professional demeanor at all times along with a positive attitude and a nonconfrontational approach during day-to-day activities and stressful conversations and situations. This includes maintaining a cooperative working relationship with those contacted in the course of work.
Must be able to understand and carry out oral and written instructions.
Must be able to set up and maintain filing systems.
Needs working knowledge of correct English usage, spelling, grammar, punctuation, and fundamental mathematical calculations.
Must stay current with technology, software applications, office methods, procedures, and equipment, including secretarial and telephone techniques.

Nice To Haves

Prefer an individual with formal training in computer software program usage.
Prefer experience in facilities operations, University settings, and in government reporting procedures.
Previous work experience within the secretarial field is a plus.

Responsibilities

Ensures the office runs smoothly and efficiently.
Performs a wide variety of assistance work, including typing/word processing, proofreading, filing, recording information, and processing and distribution of all correspondence, some of which is of a confidential nature.
Maintains a high degree of confidentiality regarding all aspects of the University site operation.
Establishes, maintains and ensures proper use of confidential files, which may include student, personnel, and payroll records.
Maintains office filing system for employee personnel files, outside contractor pricing quotes, campus projects, government reporting requirements, and general Physical Plant correspondence.
Answers telephone, answers questions, and/ or routes calls to appropriate personnel for both the Director of Physical Plant office lines and the general Physical Plant office lines. Serves as a major departmental information resource person, acting as liaison between University departments, contractors, vendors, Physical Plant personnel and the Director.
Screens correspondence and telephone calls for the Director of Physical Plant. Maintains multiple calendars. Organizes appointments and staff meetings, and makes arrangements for facility visits and visitors.
Maintains contact with internal and external constituents.
Maintains and monitors Physical Plant budget which includes budget revisions, purchase order submittals, and organizing, tracking and submitting bill payments.
Prepares yearly capital budget submittal.
Assists in the procurement, organization, and preparation of project documents.
Tracks project expenditures.
Produces project data/reports.
Trains and supervises student workers.
Works on long-term budget and business process improvements.
Performs other related duties as assigned.